Recurring Invoice Template

A recurring invoice bills the same client the same (or a similar) amount on a fixed schedule: a monthly retainer, a website maintenance plan, a cleaning contract or a software subscription. The work is easy; the trick is to stay consistent so the client can pay on autopilot.

Best practices

Pick a fixed date, such as the 1st of each month for retainers paid in advance, or the last working day for work billed in arrears.
State the period on every line, for example "Retainer – November 2026 (1–30 Nov)".
Give every invoice a new number. A recurring invoice is still a separate invoice: INV-2026-031, INV-2026-032, and so on.
Keep the description identical each month so the client's approval is quick.
Show extras separately, for example hours above the retainer, so the base amount stays recognisable.

Annual invoice for regular payments (UK)

For continuous services paid at regular intervals, HMRC allows one VAT invoice at the start of a period of up to a year, covering all payments in that period. List each payment's due date, the amount excluding VAT, the VAT rate and the VAT. Other countries have their own rules, so check before you switch.

Retainer vs. subscription wording

For a retainer, mention what's included ("up to 10 hours of design work") and how unused or extra hours are handled. For a subscription, mention the plan, the billing period and the notice period for cancellation.

Using Billowly for monthly invoices

Billowly saves your details, your client and your last line items in your browser. Each month, open the generator, update the invoice number, dates and period, and download the PDF; it takes less than a minute. Billowly doesn't send invoices automatically yet, so set a calendar reminder.

Official sources

HMRC: VAT guide (VAT Notice 700), continuous supplies

Checked against these sources in October 2026. Rules and rates change, so confirm with the tax authority or an adviser before relying on them. General information, not legal or tax advice.

FAQ

Does each recurring invoice need a new invoice number?

Yes. Every invoice, including recurring ones, needs a unique sequential number.

Should I bill retainers in advance or in arrears?

Retainers are usually billed in advance at the start of the month; usage-based work is billed in arrears. State which one in your contract.

Can Billowly send recurring invoices automatically?

Not yet. Billowly remembers your details so each new invoice takes under a minute, but you download and send it yourself.

Create your invoice now →